Vetting Overview

The National Vetting Bureau (Children and Vulnerable Persons) Act 2012 commenced on Friday 29th April 2016, resulting in consequential obligations for the University concerning new and existing staff members.

This Act provides a legislative basis for the mandatory vetting for persons who wish to undertake relevant work or activities (see definition below)* with children or vulnerable adults. This requirement applies to anyone who will have regular access to children and/or vulnerable persons in the course of their employment. It is now a criminal offence for organisations to fail to carry out the necessary vetting of such employees, contractors and volunteers.

Retrospective Vetting

Section 20 of the Act provides for retrospective vetting and re-vetting of employees. Retrospective vetting of non-vetted existing staff(where required)* must be carried out for all relevant staff in Trinity and affiliated organisations by December 2017.

Re-Vetting of Existing Staff

There is no timeline prescribed by the Minister as yet with respect to the re-vetting of existing employees, however, Fidelma Haffey, Vetting Liaison Person for Staff will write to all departments in the coming months to arrange for the re-vetting of existing employees.

Vetting of New Staff (where relevant)*

Human Resources are currently Vetting for all new staff, where required. It is now mandatory that all new staff, including research staff, hourly occasional staff and Visitors are vetted (where relevant)*.

If you are aware of any existing staff member or about to recruit a new staff member who is currently or will be engaged in relevant work or activity with a child or vulnerable adult, please contact the University Liaison Person, Sean Coyle at gardavet@tcd.ie to initiate this vetting process. Sean will also advise and assess the relevance of the work and determine if vetting will be required.

Vetting Procedure

Please be advised that the National Vetting Bureau (Children and Vulnerable Persons) Act 2012 commenced on Friday 29th April 2016 and as a result we are required to complete mandatory vetting for persons who wish to undertake relevant work or activities with children or vulnerable adults. This requirement applies to anyone who will have regular access to children and/or vulnerable persons in the course of their employment. This includes the vetting of staff in Departments that wish to take on work experience persons under the age of 18 years of age.

Vetting for staff in schools / departments is required for access to children under 18-year or vulnerable adults in terms of Open days, Transition Year students, Transitions Year Programmes or outreach. If there are any planned programmes coming up then the relevant staff should be vetted and you will need to allow sufficient time to do so in advance of the event to ensure the vetting is complete.

There is no need for Academic Staff to be vetted in terms of contact with freshman students who are under 18 years of age in the normal course of lecturing, labs etc. The Universities have derogation in this regard from the Department of Justice. The number of freshman students admitted to Trinity under the 18-years of age is very small and reducing year on year. In additional these students normally turn 18-years within the first year of university. However, Schools that undertake any planned activities described above will have to Vet all staff in the school.

We have just recently implemented the online eVetting process in association with the National Vetting Bureau Further information on Vetting is available at https://www.tcd.ie/hr/our-services/resourcing/vetting/

The Garda will not accept physical application forms anymore. Applications must go through the eVetting system.

The first step in the Garda Vetting process is that we will need to verify three forms of I.D. from candidates for whom vetting is required . ID check form please click here.

Candidates must bring the ID to HR in person for verification. The HR Representative will make photocopies for the candidate’s record and advise the next step:

Once the I.D.’s are verified we will gather the relevant information needed and we will send an invitation to the candidate via the eVetting system. Once this is done candidates will receive an automated email with the link to fill out the Garda Vetting application form.

If you have lived outside of Ireland of Ireland for more than 6 months over the age of 18 you will need to provide a foreign police certificate from the country/countries you have lived in.

Information on how to obtain this can be found here: http://www.cic.gc.ca/english/information/security/police-cert/index.asp.

Please note that all Certificates have to be; current and original document(s), also it has to be written in English. Please return to; Human Resources, House 4, Trinity College Dublin. We normally advise applicants to apply for this as the Garda may request it in order to ensure you have no criminal convictions from your time spent abroad.  If you have any questions please don’t hesitate to contact me.
The website listed is Canadian but it is the most relevant source of information as it provides details on how to obtain Foreign Police Certificates from all countries around the world.
If there are costs involved you will need to provide original receipts along with an expense claim form and HR will submit to FSD for reimbursement.

Mandatory Vetting

All new staff (where relevant) cannot commence employment unless vetted. Offences for contravention.

Vetting Form

  • Data collected
  • Declaration
  • Verification of identity
  • Disclosure

Additional information required on Vetting Form

  • Gender
  • Mother’s Maiden Name
  • Passport number, if applicable

Verification of identity

From now on the identity of the Applicant must be validated by the Relevant Organisation.
Applicants will have to produce a number of documents to prove their identity to the Garda Liaison Person for staff from an agreed list before the NVB application can be processed see Vetting - Proving Identity document.

Relevant Work

Relevant Work or activities must be identified before the NVB application form can be processed.
Any work or activity which is carried out by a person, a necessary and regular part of which consists mainly of the person having access to, or contact with, children or vulnerable adults.

Filtering of offences

Vetting disclosure will be issued in respect of each person who is the subject of a vetting application. The Vetting disclosure will include:
(a) Particulars of the criminal record (if any) relating to the person, and a statement of the specified information if any) relating to the person which the Chief Bureau Officer has determined in accordance with Section 15 of the Act should be disclosed,
Or
(b) State that there is no criminal record or specified information, in relation to the person.

Re-vetting

Following receipt of a vetting disclosure in respect of a person shall, after the expiration of such period as may be prescribed by the Minister make a further application for vetting disclosure in respect of that person.

Retrospective Vetting

All applications by 31st December 2017 – where the person has not previously been the subject of an application for vetting disclosure, make an application for vetting disclosure in respect of that person.

Definitions

*Relevant Work or Activities

  • Any work or activity which is carried out by a person, a necessary and regular part of which consists mainly of the person having access to, or contact with, children or vulnerable adults.
  • Act shall not apply where a person gives assistance on an occasional basis at a school, sports or community event or activity, other than where such assistance includes the coaching, mentoring, counselling, teaching or training of children or vulnerable persons.

Each relevant organisation will have to assess the positions involved in accordance with the Act.

Child/Vulnerable Adult:

  • A “child” means a person under the age of 18 years.
  • A “vulnerable” person” means a person, other than a child, who
  • (a) is suffering from a disorder of the mind, whether as a result of mental illness or dementia, (b) has an intellectual disability, (c) is suffering from a physical impairment, whether as a result of injury, illness or age, or (d) has a physical disability, which is of such a nature or degree as to restrict the capacity of the person to guard himself or herself against harm by another person, or that results in the person requiring assistance with the activities of daily living including dressing, eating, walking, washing and bathing.)